HASTINGS DISTRICT COUNCIL
MINUTES
OF A MEETING OF THE Finance
and Risk Committee
HELD
IN THE Council
Chamber, Ground Floor, Civic Administration Building, Lyndon Road East,
Hastings ON
Tuesday, 11 September 2018 AT 1.00pm
Present: Chair: Councillor Travers
Mayor Hazlehurst
Councillors
Dixon, Heaps, Kerr (Deputy Chair), Lawson, Lyons, Nixon, O’Keefe,
Redstone, Schollum, and Watkins
IN
ATTENDANCE: Acting Chief Executive (Mr N Taylor)
Chief Financial
Officer (Mr B Allan)
Financial
Controller (Mr A Wilson)
Manager Strategic
Finance (Mr B Chamberlain)
Group Manager:
Asset Management (Mr C Thew)
Group Manager:
Human Resources (Mrs B Bayliss)
Strategy manager (Mr L Verhoeven)
Democratic
Support Manager (Mrs J Evans)
Committee
Secretary (Mrs C Hilton)
Prayer
The karakia was led by Councillor Travers.
1. Apologies
|
Councillor Nixon/Councillor Kerr
That apologies
for absence from Councillors Harvey and Poulain be accepted.
CARRIED
|
|
Leave of Absence
Councillor
Dixon/Councillor Schollum
That leave
of absence be granted to Councillors as follows:
Councillor Watkins 13
– 14 September 2018
Councillor Kerr 1
– 5 October 2018
CARRIED
|
Leave
of Absence had previously been granted to Councillor Barber.
2. Conflicts
of Interest
There were no
declarations of conflicts of interest.
3. Confirmation
of Minutes
There were no
previous minutes to confirm.
4.
|
Non Financial Performance Report For Year Ended 30
June 2018
|
|
(Document 18/799)
|
|
Councillor Kerr/Councillor Nixon
A) That
the report of the Strategy Manager titled “Non Financial
Performance Report For Year Ended 30 June 2018” dated 11/09/2018
be received.
CARRIED
|
5.
|
Draft Financial Year End Result - 30 June 2018
|
|
(Document 18/823)
The Financial Controller gave a power
point presentation (FIN-09-3-18-294) and responded to
questions from the committee.
Councillor O’Keefe joined
the meeting at1.15pm.
|
|
Councillor Schollum/Councillor Redstone
A) That the report of the Financial
Controller titled “Draft Financial
Year End Result - 30 June 2018” dated 11/09/2018, be received.
B) That the funds arising from the Rating Area 2 surplus for
the 2017/18 financial year as recommended by the Hastings Rural Community
Board be re-allocated as follows:
C) That the rating surplus be
allocated as per the following table:
D) That the budgets
as per the schedule of Carry Forwards funded by rates and loans be approved
to be carried forward to the 2017/18 financial year.
E) That
$300,000 of unbudgeted loan funding be provided for in 2018/19 for
Council’s share of land purchased for the creation of Hawea Historical Park.
CARRIED
|
6.
|
Summary of Recommendations from Risk and Audit
Subcommittee Meeting held on 3 September 2018
|
|
(Document
18/849)
|
|
Councillor Kerr/Councillor
Nixon
A) That the report of the Chief
Financial Officer titled “Summary of Recommendations from Risk
and Audit Subcommittee Meeting held on 3 September 2018” dated 11/09/2018
be received.
B) That
the following recommendations from the Risk and Audit Subcommittee meeting
held on 3 September 2018 be adopted:
“Item 7 – Governance Risk
A) That the report of the District
Customer Services Manager titled “Governance Risk”
dated 3/09/2018 be received.
B) That the Risk and Audit Subcommittee recommends to Council that a
workshop be held on the issue of governance risk and that the Chair of the
Subcommittee be invited to attend.
With
the reasons for this decision being that the objective of the decision will
contribute to meeting the current and future needs of communities for good
quality local infrastructure, local public services, and performance of
regulatory functions in a way that is most cost-effective for households and
business by:
i) Setting a clear direction for Council to follow to help achieve the strategic objectives
defined in the Long Term Plan and meet
statutory obligations.
ii) Increasing certainty that
strategic goals will be achieved.
Item
9 – Enterprise Risk Management Update
A) That the
report of the Risk and Corporate Services Manager titled “Enterprise
Risk Management Update”, with minor amendments, dated 3/09/2018
be received.
B) That the Risk and Audit Subcommittee recommend to Council that the
updated Enterprise Risk Management Policy and Framework document, noted in
“A)” above, be subsequently adopted following a council workshop.
With the reasons for this decision
being that the objective of the decision will contribute to meeting the
current and future needs of communities for good quality local
infrastructure, local public services and performance of regulatory functions
in a way that is most cost-effective for households and business by:
i) Providing a robust framework
that promotes effective and efficient management of risks in core business
processes.
Item 10
– General Update Report and Status Of Actions
A) That the
report of the Manager Strategic Finance titled “General
Update Report and Status of Actions” dated 3/09/2018
be received.
B) That the Risk and Audit Subcommittee recommend to the Chief
Executive that a status of actions report be included on each council
committee agenda and that officers investigate how best to address this
request.”
CARRIED
|
7. Additional Business Items
There were no additional business items.
8. Extraordinary
Business Items
There were no extraordinary business items.
________________________
The meeting closed at 1.47pm
Confirmed:
Chairman:
Date: